General Information

Document Record

This section allows users to enter key details required for document registration. Fields marked with an asterisk (*) are mandatory for record creation and system functionality. The form includes the following fields:

• Document Name: The title of the document.

• Document Number: A unique identifier assigned to each document. The combination of Number and Revision must be unique.

• Revision: Represents the version of the document. Each revision tracks modifications or updates while maintaining the original Document Number for continuity.

• Status: Indicates the current status (e.g., Open, Under Review, Approved, Effective, Obsoleted or Duplicated).

• Supersedes Document: Automatically populated when a document is duplicated as a continuous version of a previous record.

• Classification: Categorizes the document based on its type or purpose.

• Description: Provides an overview of the document’s content, purpose, or intended use.

• Scope: Defines the document’s coverage, objectives, and intended application.

• Summary: Provide a brief overview of the document’s content, highlighting essential points and key takeaways.

To understand the icons in the top-right corner, click here.

Creation

By default, the document is assigned to the user who initiated it, referred to as the Owner. Ownership can be reassigned if needed. If the value you want to add doesn’t appear in the list, click the external link icon to navigate to the related form.

• Created By: Automatically assigned to the user who initiates the record.

• Created Date: Records the exact timestamp when the record is created.

Some fields, such as Created By and Created Date, are system-generated to ensure traceability, recording both the initiating user and the exact timestamp of creation.

Revision & Storage

This section allows you to set the revision frequency, manage storage details, and determine if the document is controlled.

Managing Revision Frequency and Next Revision Date

The Revision Frequency field determines how the Next Revision Date is managed:

• No Revision Frequency: If left empty, the Next Revision Date field remains disabled.

• Custom Frequency: Selecting Custom enables the Next Revision Date field, allowing users to manually set a specific date.

• Predefined Frequency: Choosing a predefined interval disables manual input for the Next Revision Date. Instead, the system automatically calculates it based on the selected frequency once the document is approved.

Additionally, when the document status is Approved or Effective, the system automatically sends an email notification to the document owner when the next revision date is reached, ensuring timely reviews and compliance with revision schedules.